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Administrative Assistant (Secretary 3)

 

 

Competition # : 37495 

Department: Health and Wellness

Location: HALIFAX

Type of Employment: Temporary

Union Status: NSGEU - NSPG 

Closing Date: 2/7/2023​ (Applications are accepted until 11:59 PM Atlantic Time)

About Us

 

The Department of Health and Wellness offers opportunities to grow and advance in a dynamic sector that touches the lives of all Nova Scotians.  Along with our partners, including the Nova Scotia Health Authority and the IWK Health Centre, we are committed to continually improving our health care system. With a focus on collaborative primary health care, continuing care, improved supports for mental health and addictions, digital health, capital infrastructure, and more, the department is thinking differently about how to plan, fund, legislate and monitor to improve access and service delivery. To do this, we are recruiting leaders at all levels of the organization who embrace a challenge and believe in their ability to make a difference.

About Our Opportunity

 

The Administrative Assistant reports directly to the Executive Director (ED), Pharmaceutical Services and Extended Health Benefits. You will be essential to the effective management, coordination and efficient operation of the office and a critical member of the teams, helping to keep office operations running smoothly.

If you are a master multi-tasker with excellent communication skills and a professional work ethic, this is your next career opportunity.

Primary Accountabilities

 

We count on your expertise to ensure efficient operations of administrative support functions through effective office management. A few of your key responsibilities will include:
 
•    Provides routine and non-routine secretarial and office duties for the ED including complex correspondence, memos, reports, etc. 
•    Manages and coordinates day to day operations for ED office, organizes schedule, routes and prioritizes all incoming mail and inquiries
•    Serves as senior administrative support, authorizing office supplies and related expenditures 
•    Manages/coordinates the division administrative budget, staff training and IT upgrades
•    Coordinates virtual and in-person meetings/events with internal and external stakeholders; 
•    Ensures constant innovation and administrative process improvements.

Qualifications and Experience

 

As our next Administrative Assistant, you have successfully completed a one-year business course plus 4 years related experience or equivalent combination of training and experience may be acceptable.

 

You are a self-motivated individual who works well independently, takes initiative, and participates fully in a team environment. You possess excellent grammar, proofreading, attention to detail, and organizational skills along with exceptional ability to manage competing priorities.  Strong communication skills (written and verbal) with an ability to address and manage client inquiries both in person and by phone is essential to your success.

 

You are experienced in ensuring confidentiality in all your work as well as establishing and building relationships with a variety of stakeholders. You have demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint), and are familiar with STAR/STOR. Experience in the public sector, familiarity with SAP, Ariba, and/or Flextrack systems would be considered assets.

 

 We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

Equivalency

 

An equivalent combination of training, education and experience will be considered. Equivalencies may include but are not limited to:

 

  • Completion of a 2-year diploma and 3 years of related experience
  • Completion of a related Bachelors degree and 1 year of experience
  • At least 5 years of related experience

 

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Working Conditions

 

Most of your time is spent in a comfortable office setting. Your normal work week is 35 hours/week, 7 hours/day. You may be required to work overtime on occasion. Occasionally you may need to move or lift objects such as boxes, inventory, or files.

Additional Information

 

Please note, this is expected to be a Temporary status position with an end date of November 30, 2023; however, the position status (“term”, “temporary” or “casual”) is dependent on the start date of the successful candidate.

 

In a Temporary status position with the Government of Nova Scotia, you will receive an additional 11% pay in lieu of benefits

What We Offer

 

  • Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
  • Engaging workplace, where our employees feel valued, respected, connected and tuned in. We have forward-thinking policies and strategies.
  • Countless Career Paths.
  • Department-specific Flexible working arrangements.

 

Pay Grade:  CL 22  

Salary Range:  $1,868.53 - $2,066.70 Bi-Weekly

 

Employment Equity Statement:

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve.  The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented.  If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

 

This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office, employees must apply correctly via this link:

 

 

 Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued. 

 

External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates. PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information. 

 

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.